Most of the screens in PPS have a light blue background which appears to “fade out” – darker at the bottom and lighter at the top. You can remove this effect using the PPS Menu: Tools – Options, select the “General” tab. The screen has the option to “Use Fadeout Backround” you can switch this one or off. If you are using PPS over a long-distance network such as a VPN, or remote access, then switching this off can improve the clarity of some screens as these types of connections do have a limited number of colours available on the screen which and therefore the fading out effect may not appear as smooth.
A Back up is a simply a copy of your data. It is very important to back up your data. PPS provides you with an option to make a back up copy of your data. The back up of your data can be used in conjunction with the “Restore” option if your data ever needs to be restore after a computer failure. It is quick and easy to make a back up copy of your data. It is your responsibility to make a back up copy regularly – at least EVERY DAY - and store this AWAY FROM YOUR COMPUTER. To run the back up option in PPS, select from the PPS Menu: Tools – Back up. This screen has options to include data from the various folders as part of your PPS database. These include the main DATA folder, your Letters folder, Charts folder, etc. You can select to back up all of these folders, or as many as you want for each back up copy. Running the Back up option produces a single file – this is a ZIP file which is a common type of “compressed” file. You can select to encrypt the file which automatically issues a password with the file, so that the data contained within the file cannot be accessed except by the PPS restore program (this password is also specific to your own PPS system). You can select to copy the back up file to an external disk or drive. You can copy the back up directly to a CD provided that you have formatted the CD correctly first. To copy to a CD, you must use your CD Writer software to format the CD in such a way that you are able to simply “drag and drop” files in windows explorer (or my computer) directly onto the CD.
See: Look Up Tables - Appointments Diary Tables – Calendar Dates
See: Statistics and Summaries
See: Appointment - Being Seen
A Block Appointment is a special type of non-client appointment that allows you to block out your time in the diary. This can be for breaks, meetings, teaching sessions, etc. A Block Appointment is added in the same way as a normal appointment. It has a date, time, duration, diary user, treatment room & location (both optional). A Block Appointment has a “non-availability reason” associated with it. This is a list of standard entries from a look up table that you set up yourself. Like with normal appointments, you can cut, copy, paste, drag & drop, add, modify, delete and repeat block appointments in exactly the same way as normal client appointments. Block appointments appear on your diary in a light brown colour (yellow on the list style diary) and show the reason for non-availability on the diary.
This term is used on the Summaries and Statistics reports and is defined as the total number of hours of appointments you have between the date range for the report.
This is a term used on all PPS Reports. When you run a report, you can select to breakdown the results into groups or categories. Most PPS reports allow you to breakdown to two levels. The breakdown category will have it’s own heading and sub-totals on the report. For example, if you select to breakdown your report by Practitioner, then each practitioner will have their own heading on the report, with the report results shown for that practitioner underneath the heading. At the end of the report results for that Practitioner, there will be a sub-total line showing totals for that Practitioner. Typically an accounts/revenue report could be broken down by Month then Practitioner. This means that each Month will have its own section on the report (and its own sub-total line) and then within each month, the report will show one section per practitioner. Using a breakdown on most reports is optional.
“Browse” is the term used to view records in a list / column form, very much like a spreadsheet. PPS has a specific client browse screen that enables you to view your client records in a selection of different orders (surname, postcode etc.). In addition, several other PPS screens, such as the client search screen, use a “browse” to show you a list of records.